Business Services and Executive Team Assistant

Business Services and Executive Team Assistant

Advert Reference Number: 1302

Job Location:

Milton Keynes
Department: STEM Business Operations
Salary: £27,319 to £30,378
Closing Date: 16 March 2026
Weekly

Working Hours:

37
Contract Type:
Fixed Term Contract
End Date: 2 years from start date
Welsh Language:
Not Applicable

The Open University is the UK’s largest university, a world leader in flexible part‑time education combining a mission to widen access to higher education with research excellence, transforming lives through education. Find out more about us and our mission by watching this short video (you will be taken to You Tube by clicking this link).

The purpose of this role is to provide personal assistant and administrative support to Heads of Schools in the Faculty of STEM ensuring that tasks within the portfolio are completed professionally and to deadlines, as a priority. As needed, you will support Business Services administration providing proactive, flexible, and professional operational and administrative support that allows colleagues to do their jobs effectively.

The role holder will provide excellent customer service to members of the faculty by understanding colleagues’ needs and finding solutions to their requirements.

The role holder will work closely with the Personal Assistants and other Executive Team Assistants in the Business Operations Team.

• Provide PA support to members of the STEM Executive Team.
• Diary and inbox management, including liaison with pan‑University colleagues and coordination of arrangements for meetings
• Provide secretarial support to meetings, including taking minutes/action notes (by exception)
• Acting as a first point of contact and handling general enquiries from academics, colleagues (liaising with the faculty and across Central Professional Services Departments), external organisations and partners etc. using initiative to respond or refer on accordingly.
• Supporting day‑to‑day School and Faculty operations linked to Health and Safety, HR, Finance, IT and facilities, and information compliance.
• Supporting the organisation and delivery of events and conferences.
• Updating website, SharePoint, Teams sites content and email distribution lists.
• Processing and maintaining purchase order requisitions, booking travel and other ad‑hoc procurement processes. Supporting in getting value for money on all purchases and suppliers (adhering to Procurement Policies and guidelines)
  Dealing with early consultancy contract support, travel, and other administration enquiries.
• Booking travel using the Click Travel system, processing and complying with OU risk assessments & Government guidelines.
• Managing office supplies and IT equipment ordering
• Support visiting academic processes as and when needed
• PhD recruitment and onboarding

All staff are expected to:

• Keep skills up to date and attend appropriate staff training and development events.
• Comply with the University’s Health and Safety and Equal Opportunities policies in the performance of their duties.
• Ability to work in accordance with the University’s values and relevant policies.
• To be onsite in Milton Keynes a minimum of two days a week.

Essential

• Proficiency in English and Maths, which could be evidenced through qualifications (e.g. GCSE or equivalent), work experience, or other relevant training.
• Excellent IT skills to include high level use of Microsoft Office packages.
• Experience of planning and organising several pieces of work, prioritising and scheduling tasks to cope with conflicting demands and deadlines, paying attention to detail and managing records effectively.
• Experience of providing service, organise travel arrangements to internal and external customers.
• Understanding of the principles of data protection and how to manage confidential records and adhere to policies and guidelines.
• Experience of taking high quality minutes with minimal supervision.
• Ability to work effectively with colleagues and stakeholders from diverse backgrounds based on the grade.
• Excellent organisational and interpersonal skills, with ability to solve problems, prioritise tasks,…